Inviting people, roles and agent links

This page covers the dialogs that Team Management opens for one person: inviting them, choosing their roles, joining their login to a HaloPSA agent and editing their details. Administrators use them.

Before you start: you need the Administrator role. The Invite user button in the header appears only when multi-user access is on for your organisation and your sign-in service can invite. Manage roles needs a login and a sign-in service that supports roles. Linking by hand is offered only with Zitadel. The table in Team Management shows what each sign-in service offers.

Invite one person

1. On the Team Members tab, select Invite user. For someone who is already listed as an agent without a login, select Invite to QuantumOps on their row instead; their e-mail address is filled in. On the Import tab, Invite does the same for a recently imported agent.
2. In Invite to QuantumOps, enter the person's Email address. If it is not a valid address, the dialog says Enter a valid e-mail address.
3. Under Roles, tick the roles the person should have from their first sign-in. Hover over a role to read what it opens. If the roles cannot be loaded, the dialog says so and the invitation can still be sent without roles; set them afterwards with Manage roles. See Roles and access for how to choose.
4. Select Send invitation.

Your sign-in service e-mails the person a link to set up their sign-in, and the roles you ticked apply from their first sign-in. A message confirms that the invitation was e-mailed and how many roles it carries. What the person does next is in Activating your account.

What happens depends on the sign-in service and on the address:

• Zitadel, a new address. The account is created and the invitation is e-mailed.
• Zitadel, an address that already has an account here. The account keeps the roles it holds and gains the ones you ticked. An e-mail goes out only while the invitation is still unaccepted. If the account's sign-in is disabled, the roles are updated, no invitation is sent and a message tells you to enable sign-in on the person's row.
• Auth0. The invitation is created through your organisation in Auth0, which e-mails it. The link stays valid for 7 days, and the roles apply when the person accepts. An Auth0 invitation cannot be re-sent from Team Management, so send a new one.

If the account was created but the e-mail could not be sent, a warning appears when the dialog closes. With Zitadel, use Resend invite on the person's row.

Invite several people at once

1. On the Team Members tab, tick the people you want to invite. Only people with an e-mail address and no login can be invited.
2. In the bar above the list, select Invite selected. The number beside it is how many selected people can be invited.
3. In Invite selected members, check the list under Invitees, and tick the roles. Every invitee gets the same roles. To give different roles, invite them in separate groups, or set the roles afterwards with Manage roles.
4. Select the send button, which shows how many invitations it will send. The dialog invites each address in turn.

Each address gets a badge when it is done:

When the last one finishes, a summary such as Invitations: 3 sent, 1 need a look, 0 failed. appears and the list reloads. Select Done to close the dialog.

Set a person's roles

Roles decide what each person can open. They are saved in your sign-in service. These are sign-in roles, such as Administrator or Dispatcher. They are not the Agent role in Edit details; see What each field does.

1. On the person's row, select Manage roles. The person needs a login.
2. Tick the roles the person should have and clear the others. Each role shows a one-line description. The list is the person's complete role set: what you tick replaces what they had, apart from base roles that QuantumOps never shows or changes.
3. Select Save roles.

The roles apply at the person's next sign-in. A session that is already open keeps its old roles for up to 8 hours, so ask the person to sign out and in again if they need the change straight away.

Two safeguards stop you locking yourself out. The dialog refuses to save a change that removes your own Administrator role, and it refuses to remove the role from the last Administrator. Give the role to someone else first. See Team Management.

If your sign-in service does not define a role you ticked, the dialog stays open, says the role was not granted and asks you to contact your QuantumOps operator (TechPulse, or your provider) to add it. The other roles you ticked were saved.

Link a login to a HaloPSA agent

QuantumOps joins a login to a HaloPSA agent automatically when their e-mail addresses match. Use a manual link when they differ, for example when HaloPSA holds a personal address. The row of the login shows Login only, and the row of the agent shows Agent only. Linking by hand is offered only with Zitadel.

1. Find the unlinked row. On a login with no agent, open More actions and select Link a HaloPSA agent. On an agent with no login, open More actions and select Link a login.
2. In the dialog, open the list (it starts at Choose…) and pick the other half. Under HaloPSA agent or Login it lists only people who are not linked yet, each with their name and e-mail address. If nobody is left, the dialog says there is no unlinked login or agent to choose from.
3. Select Link.

A message confirms the link, and the two rows become one Linked row. The link is stored in QuantumOps and wins over e-mail matching from then on. The person is then recognised as that agent; see why linking matters.

Edit a person's details

Select Edit details on the person's row. The dialog shows only the sections that apply to them, and its title is Edit team member.

Select Save changes to keep your edits, or Cancel to leave them. The changes are kept in QuantumOps. They do not change the agent in HaloPSA or the account in your sign-in service. For a login with no HaloPSA agent, only Mark as inactive and UI language are saved; changes to Name and Email are not kept. Importing agents again brings the name, e-mail address and team back from HaloPSA; see Importing agents and organisation settings.

What each field does

Mark someone inactive

Mark as inactive hides a person from status messages and active lists. They also disappear from the Team Members list until Show inactive is ticked.

If the person has a login and your sign-in service can act on it, Save changes is followed by a second question, Also disable sign-in? (with Auth0, Also remove from the organisation?). Choose No, QuantumOps only when the person still uses other TechPulse products with the same account. A message then confirms what happened:

• Yes, disable sign-in or Yes, remove from organisation: the person is inactive in QuantumOps and their sign-in is disabled or removed. If the sign-in service refuses, a warning says that the person is inactive in QuantumOps but the change was refused.
• No, QuantumOps only: the person is inactive in QuantumOps only and their sign-in is unchanged.

The question is not asked for your own account.

Related pages

• Team Management: the list these dialogs open from.
• Importing agents and organisation settings: bringing HaloPSA agents in.
• Roles and access: what each role opens.
• Activating your account: what an invited person does next.
• Q-Director: Slack, Teams and agent mapping: the Messaging grid that edits the same Slack, Teams and exclude values.